Manager, Faculty of Design Office - Toronto, Canada - OCAD University

OCAD University

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Reporting to the Dean, Faculty of Design (FoD), the Manager, Faculty of Design Office is responsible for managing all aspects of non-academic operations as well as providing administrative support to the Dean, Associate Deans, Chairs, faculty and students in the Faculty of Design (FoD), including: Advertising, Graphic Design, Illustration, Environmental Design, Industrial Design, and Material Art & Design.

Summary of Responsibilities:

Strategic Leadership & Planning_
In consultation with the Dean, develop and implement departmental strategic objectives as well as annual and multiyear budget processes in alignment with the University's strategic and budget plans; offer guidance to incoming Chairs, Associate Deans, and Deans in terms of process, planning and Faculty of Design (FoD) history
Manage the FoD office ensuring consistency with established structures, policies, customer service and quality assurance principles
Develop and implement new procedures to increase efficiency and effectiveness of the Faculty office, responding to new initiatives and streamlining old ones
Participate in universitywide working groups related to the Enterprise Resources Planning system (i.e. Colleague by Ellucian); identify and make recommendations to ensure ongoing improvements, quality of service and communication regarding Faculty office processes, data needs and issues that contribute to the successful operation of the system

Lead and supervise a team of administrative support staff (i.e. Assistant, Assistant to the Dean, Coordinators, Program Assistants and student monitors), including hiring and orientation, setting goals and objectives, monitoring progress, evaluating employee performance, coaching, and supporting professional development

In consultation with the Dean, advance accessibility, equity and diversity in all services provided by the Office

Services & Operations_
Oversee the curriculum submission process including consolidating FOD submissions, and liaise with key stakeholders including the Office of the Registrar, Associate Dean and Chairs to ensure that they are complete and accurate
Coordinate faculty recruitment and selection, in conjunction with Human Resources and the Office of the Vice-President Academic & Provost
Oversee the faculty complement planning process for FoD and liaise with key stakeholders, including the Office of the Vice-President, Academic & Provost, HRIS/Payroll, People & Culture, Studio Management, and other Faculty offices
Oversee the contract administration process for all Sessional faculty, including maintaining appointment records, and ensuring that the requisite records are distributed to the appropriate departments for processing
Liaise with HRIS/Payroll and People & Culture, as required, to address workload reporting and pay issues for faculty
Oversee FoD collaboration with the Office of the Registrar to facilitate faculty and course scheduling
Work alone or directly with Chairs, Associate Deans or the Dean in compiling statistics and projections for various reports
Manage the FoD's participation in the Advanced Standing and Program Change interview process; tabulate and disseminate results
Participate in various academic planning and strategic planning forums
Develop and maintain collaborative relationships with other administrative offices to ensure services are well integrated to meet the needs of the University community
Provide detailed information and advice to students, faculty, staff, and the public and make referrals, as required
Liaise with key stakeholders to facilitate the FoD participation in Awards, Grad Ex, and other special events
In consultation with the Dean, administer FoD budgets in conjunction with the Finance office, and maintain budget accounts as appropriate
Support the Dean, Associate Deans, and Chairs with special projects and other duties that contribute to the successful operation of the FoD office

Qualifications:

Postsecondary degree in business, accounting, public administration, or equivalency, with a minimum of five (5) years of progressive administrative experience in a supervisory capacity, preferably in a postsecondary educational environment
Extensive knowledge of administrative office practices and experience recommending and implementing business process change; familiarity with the principles of change management
Knowledge of university regulations, policies and procedures and experience with student information systems (i.e. Colleague) an asset
Proven budget preparation/management skills
Excellent oral and written communication and interpersonal skills
Strong organizational, analytical and planning skills with the ability to take initiative in identifying and resolving problems
Superior customer service with demonstrated professionalism and judgement
Proven ability to work in a leadership role and to be productive independently and as a team member in a busy and v